- How can I invite my team to join Deputy?
- Inviting a single team member via email in the People tab
- Sending bulk invites via email to multiple team members
- Using the invite link in social channels such as WhatsApp, Messenger etc, text or email
- Watch a video on inviting your team to Deputy
How can I invite my team to join Deputy?
I want to add and invite my team to join in one step
You can add team members to your Deputy account and automatically invite them to join the account in one step. Deputy will email (or SMS) your team member and ask them to log in to Deputy and create a password to access your organisation in Deputy. This invitation will be valid for 7 days. If they do not accept the invitation then you will need to re-send the invite.
Read Adding Team members.
I want to invite my team members and let them add themselves to my organisation in Deputy
If you'd like your team members to add all their information themselves you can share a link to invite them to join your organisation on Deputy.
This option is useful if you don't know your team members' email addresses yet.
Read Invite Team Members via Share Link
Alternatively, if you are in AU or UK you can use our optional add on subscription Deputy HR feature to have your new hires complete their information and join Deputy.
Read more about Deputy HR and New hire onboarding.
I want to add my team first and then invite them to join later
It is also possible to add team members to your Deputy account without actually inviting them to join your Deputy account. You might like to do this because you are configuring a new Deputy account and want to set it up before your team have access.
Read more about how to add team members OR import people from your payroll system without inviting them to Deputy just yet.
If you have added your team to Deputy previously and are now ready to invite them you can do so:
Inviting a single team member via email in the People tab
Team members must have a working email address to be invited to use Deputy using this option.
To send an invite to a single team member:
1. On the People tab and click on the team member name you wish to email the invitation to.
2. Select Personal and Edit
3. Enter their email address and click Save. An invitation to join Deputy will be emailed to them.
This invitation will be valid for 7 days. If they do not accept the invitation then you will need to re-send the invite.
You can see in the below example that Abby has accepted her invite and signed up to Deputy, Antonio has been invited but hasn't signed up yet and Asmee and Barry are yet to be sent the invite.
Bulk invites via email for multiple Team members
When you first set up your Deputy account and added team members, you had the option to enter the team member's email addresses but were given the choice of turning off the option of sending an email invite at that time.
If you didn't send your team member an email invite at the time of account set up, you can choose to email the invite later at any time.
You can send single or bulk invites to all team members or even just select groups of team members via the People tab.
Either directly select the individuals that you wish to invite by clicking in the check box next to their name or you can also filter all team members in the list by their invitation status as shown in the example below.
Once you have selected the team members you wish to send an invite to, click on Bulk Actions and select Send Invite. An email will be sent to the invited team members with a link to sign up to Deputy and join your organisation.
Invite Team members via share link
The Invite Link guides team members to set up their Deputy account so Managers only need to approve their invitations. As a Manager, you are always in control of who can join your Deputy workspace.
Using the Invite Link means you don't need to have a team member's email address. Simply post this link to your social communication platforms such as WhatsApp, Messenger or Facebook Groups and the team member will use the link to add their contact details as part of the guided setup process.
Note: If you are using Deputy's SSO feature, you will not have the invite link feature available for use.
Note: If you have already invited a team member via email, they will not be able to use the invite link to join Deputy. Please ask them to accept the invite in the email they would have received. You can resend an invite email via the People tab on web by following the same instructions given above.
To obtain a link from Deputy web that you can share with your team:
1. On the People page, select the Add People option from the People tab.
2. Then select either Add Team member or Add multiple Team members from the drop-down menu.
From here you will have access to Invite with link and a unique link code that you can share with your team.
Simply click Copy link and begin sharing with your team across any social platform that you and your team use to communicate.
When a team member follows the link, they will be directed to an invitation page where they will be able to create their account. The team member will need to enter their email, full name, mobile number (optional) and password.
Once the team member has created their account, a request is sent to their manager for approval. To locate these requests, navigate to the 'People' tab where you will find the 'invite link requests' at the top of the 'People' list. Select 'View' to open up and approve requests.
Here you will find all invite requests that can be individually approved as well as the option to select the location you wish to approve the team member/s for. To bulk approve the invite requests, you can use the 'Select all' option.
To approve a request, simply tick the check box next to the team member's name and select Accept. Invite requests will remain available until either Decline or Accept is selected. You can come back at any time and as often as you like, to resume approving requests.
Inviting team members and approving their requests can also be achieved solely from Deputy's mobile App.
Within the Deputy App, navigate to the People tab and select the '+' icon from the top right corner of the app (on Android, use the floating round '+' button). Choose Invite with link from the options available and either tap the link to copy it or select Share link.
Using the Share link option will allow for easy sharing across any communication platform that is suitable for you and your team.
Once the team member has received the link and successfully created their account, the manager will begin receiving invite link requests within the People tab.
From here, managers can proceed with approving any and all invite requests for their team members.
Deactivating an Invite Link
If you would like to stop an Invite Link from being used, you can deactivate it via Deputy web.
1. On the People page, select the Add People option from the People tab.
2. Then select either Add / Import Multiple People or Add Single Person from the drop-down menu.
3. You will find the 'Deactivate link' option under the ellipses (...).
Once you click on the Deactivate link option, the link will no longer be active.